Re-Affiliating, Reviving an Inactive Chapter

Chapter membership can be a great resource for professionals in the payroll industry to network, collaborate, and advance their careers. However, some chapters aren’t as active as others, which may discourage professionals from applying or renewing their chapter memberships. A chapter’s inactivity may be due to decreased engagement, a decline in membership, lack of resources, or a variety of other reasons. Sometimes when this happens, chapter leaders and officers may choose to step down from their posts—often with no incoming members to fill those vacancies—which could put the chapter in danger of being dissolved.

Make a Plan

Minimum requirements to reaffiliate an inactive chapter can be met with relative ease. However, a successful revitalization effort requires thoughtful execution and careful planning.

Embarking on chapter revitalization efforts without having a good plan in place can increase the risk of the chapter ending up in the same position in the following months or years.

Understanding the root causes of the chapter’s decline should be one of the first steps in creating an effective plan for reviving and reaffiliating the chapter. Discussions with past and current members and officers to identify the chapter’s challenges is a critical part of creating an effective strategy. Encourage participation in open and inclusive discussions that allow everyone’s voice to be heard and use these discussions to collect valuable insights and concerns that can be addressed with the chapter’s revival.

Some strategic elements that can be used in developing a chapter revitalization plan may include realistic and measurable goal setting, analyzing opportunities and risks, and identifying and utilizing available resources. An example of goal setting might be reaching for a target membership headcount or hosting a set number of events per year, while opportunities might include things like redesigning the chapter’s website and using the feedback from the chapter discussions to focus on the items that will have the biggest impact.

Build Your Membership

The next step in the revitalization process involves creating a strategy to rebuild the chapter’s membership base. This, of course, means using the available tools needed to spread the word. Among these is social media, which can be an amazing asset to reach out and spread the word to potential members. Mailing lists are also critical tools in this phase of the plan, and PayrollOrg’s Chapter Relations team can provide mailing lists of members in the area to let them know about the chapter. Sometimes prospective members may not have known previously that there is a local chapter in the area, and that is the value of outreach. Virtual or in-person information sessions and even targeted marketing to local payroll, HR, and finance professionals to make people aware of the chapter can play a big role in recruiting new members. These sessions provide valuable opportunities to highlight the benefits of chapter membership, and if feasible, to consider offering incentives for members and officers to encourage registration and participation.

Identifying and appointing new leaders and officers can also be a crucial part of the successful revitalization of an inactive chapter. Encouraging existing members to take on leadership roles can help to keep those members engaged in the chapter. Newly appointed leaders can provide fresh perspectives and new ideas to the chapter and contribute to its success. Keep in mind that appointing leaders just for the sake of meeting PayrollOrg’s chapter reaffiliation requirement will probably not be the best long-term solution. Proper succession planning and mentorship opportunities within the chapter can help keep the chapter going if incumbent officers are no longer interested or able to serve in their roles.

Leaning on members to increase the chapter’s reach is also a great way to encourage participation and provide opportunities to piggyback on events that may be hosted by other organizations or businesses that might share common goals. Local Society for Human Resource Management (SHRM) chapters, the Chamber of Commerce, and even educational institutions often host workshops, panels, and networking events that provide opportunities for the local PayrollOrg chapter to reach a broader audience. Providing sponsorship opportunities to other local businesses can also help with visibility, as well as financial support, and can be an effective way to attract attendees to chapter events.

Fill Out Your Calendar

Speaking of events—reaffiliation and member recruitment are pointless exercises if the chapter isn’t going to have any events for the members to take part in. These might be workshops, seminars, hosted presentations, and study groups, and may be held in various formats. Many topics can be approved by PayrollOrg for Recertification Credit Hours (RCHs), which can be a great incentive for attendees who hold their Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designations. Consider mixing up the formats and venues to make events as engaging and accessible as possible for all members, especially if the chapter covers a large geographic area.

You should also conduct regular assessments and regularly collect feedback from members. This communicates to members that their voices are important and shows the chapter is committed to doing what it can to have activities align with members’ expectations. Conducting short surveys after chapter meetings can be a good way to gauge the effectiveness of each session and can also be used as a tool for gathering ideas for future meetings.

Yes, It’s Worth the Effort

Running a successful chapter of PayrollOrg is no easy task, and keeping a chapter active can be a massive undertaking. Without the right people and a well-planned and executed strategy, reviving a dying chapter may feel like a lost cause. However, if done well, the reaffiliation and revitalization of an inactive chapter can be a rewarding journey for everyone involved. PayrollOrg’s Chapter Relations Department and Regional Advisors are here to help, and the collaboration, networking opportunities, and the chapter’s impact on the local payroll community make it all worthwhile.